Facility Management Assistant (Port Sudan) – FAO
Job Description
| Organization | The Food and Agriculture Organization (FAO) |
| Organizational Unit | FNSDN – FAO Representation in the Sudan |
| Duration | 12 months |
| Grade Level | N/A |
| Primary Location | Sudan-Port Sudan |
| Closure Date | 06/Nov/2024, 1:59:00 AM |
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
- FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
- Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
- Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO’s values
- FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
- All selected candidates will undergo rigorous reference and background checks
- All applications will be treated with the strictest confidentiality
Organizational Setting
The main aim of the FAO country offices, which are headed by an FAO representative, is to assist governments in developing policies, programmes, and projects to achieve food security and reduce hunger and malnutrition, while also helping develop the agricultural, fisheries, and forestry sectors and using their environmental and natural resources in a sustainable manner to ensure zero hunger in the country. FAO provides support in three priority areas: sustainable increases in production and productivity, agriculture-based economic growth, and increased resilience of livelihoods to threats and crises.
Reporting Lines
The Facility Management Assistant will work under the overall guidance of the FAO Country Representative in Sudan and the direct supervision of the Administrative Analyst.
Technical Focus
The Facility Management Assistant will oversee the management of FAO Guest House in Port Sudan to ensure a safe and comfortable living environment for FAO international staff. The incumbent will have a close working relationship with service providers, e.g., cleaning, security, internet, water, electricity, waste, etc. for smooth running of the premises.
Tasks and responsibilities
• Manage the accommodation facilities by assigning rooms to guests and maintain a list of guests in the guest house,
• Will be granted access to the Humanitarian Booking Hub to manage and monitor bookings, occupancy rates, rental income due, expenditures and conformity with Minimum Standards.
• Will be responsible to record reservations in the Humanitarian Booking Hub for Users without a UN e-mail account.
• Will be responsible to generate invoices for all guesthouse users.
• Participate in the assessment of operational and security infrastructure needs in each FAO guest house premises in the area of responsibility.
• Maintain an up-to-date inventory of all infrastructure and equipment in the facilities.
• Draft procedures and instructions to promote a better understanding of the use of the FAO guest house premises.
• Actively participate in meetings related to facilities management to ensure that all decisions taken meets the FAO’s operational and security requirements,
• Manage directly all related activities connected with the implementation of the required facilities management services in the facilities under his/her responsibility. These may include but are not limited to the facilities maintenance/repair, cleaning services, minor repairs, etc. and ensure up to date facilities cleanliness.
• Liaise with services providers and monitor the implementation of the contracts of external suppliers for the delivery of the above services and advise on, and negotiate if required, the improvement of said contracts.
• Prepare payment schedules for payments of utilities (third party service provider, electricity, internet, water, fuel etc.); prepare off-line requisitions and follow up with purchase orders, maintain records, and distribute invoices to managers for approval; liaise with vendors to clarify and resolve billing discrepancies.
• Undertake other tasks or assignments within his / her area of competence as directed by Supervisor.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• University degree in facilities management, business administration, logistics or a related field.
• 5 years of relevant experience in facilities management, preferably in humanitarian or international organizations.
• Working knowledge of English and fluency in Arabic.
• National of Sudan.
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
• Should be able to speak, read and write in English and in Arabic.
• Good knowledge of MS software package and web-based programs.
• Client oriented approach.
• Strong organizational and problem-solving skills with minimal supervision.
• Excellent communication and interpersonal abilities.
Selection Criteria
• Prior experience in the UN or International Organization would be an advantage.
• Previous experience in guest house management or similar facilities.
ADDITIONAL INFORMATION
- FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
- Applications received after the closing date will not be accepted
- Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
- For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
- Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.
HOW TO APPLY
• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.
If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp
